Introduction

Communication is the interaction between two or more people when they transfer thoughts, feelings and messages. It is the process of transmitting and receiving this information.

At work common objectives are hard if not impossible to achieve unless people are able to share their thoughts, ideas and information with one another in a way that produces a common understanding.

Successful communication in the workplace environment is vital for both employer and employee.

On a building site, methods of communication occur in a variety of ways including:

·written - by plans, specifications, sketches, graphs, site instructions and facsimile;
·verbal - by person to person, telephone, two‑way radio or mobile telephone and site meetings;
·non-verbal - signage, visual displays, symbols, barriers and signals.

There's:

The Sender

The originator of the message who “encodes” a thought, feeling, idea, intention, belief, fact or understanding into words and/or symbols.

The Message
The content, that is, the words (spoken or written) or the signs that are transmitted.
The Medium
The means by which the message is conveyed, for example telephone, direct conversations, memo, letter etc.
The Receiver
The recipient of the message who “decodes” it and interprets the meaning of the words or symbols.
The Context
The circumstances in which communication occurs, that is, place, social environment, cultural environment, work or other situation's.
Feedback
The response of the receiver to the message and its meaning; may be confirmation, clarification, acceptance or rejection.

Then thre is the big Issue of INTEFERENCE:
Any barrier to transmittal that prevents the receiver from “understanding” the intended “meaning” of the sender.
Poor communication and barriers can lead to unfortunate outcomes:

What causes Communication Failure or Breakdown ???
· Not being clear about what you want to say ie organise your thoughts.
· Not looking at the person you are speaking to.
· Forcing your own ideas on someone without considering the other person.
· Complicating what you are saying by giving too many details or using words the other person would not understand.
· Not speaking clearly (and many other reasons see the notes)
PRACTICE
To listen effectively the listener must concentrate wholly on what is being said.
(i) Do not talk, it is not possible to talk and listen at the same time.
(ii) Pay attention, make eye contact with the talker, don't be distracted.
(iii) Try to put yourself in the talker's shoes to enable better understanding.
(iv) Take notes if the information is complex or exact details are required.
Other active listening skills are outlined in the notes:

AVOID BARRIERS TO COMMUNICATION
Communication breakdown occurs when a "barrier" interferes with the message getting through, resulting in the communication process being broken or distorted.

Physical Barriers

o Competing with sound (noisy work site).
o Poor eyesight.
o Tiredness.
o Poor health.

Inattention

Usually caused by lack of interest, poor listening skills or being easily distracted.

Emotions

Emotions such as fear, anger and hate can result in irrational behaviour and communication.

Assumption

Assuming that others think or feel the same.

Jumping to Conclusions (Presumption)

Hearing part of a message, presuming to know the rest and then switching off.

Individual Differences

Culture differences, where different customs and traditions affect the way a message is interpreted.

Lack of Feedback

Provide feedback to the poeple you are communicating with to avoid confusion and check understanding.

Watch this video and then consider the various barriers to communication.

Individulas perception and expectations can effect the message given and recieved.
the two drawings below demonstrate this well.
when you first look at the picture picture what do you see?

What about in the next picture?

People see what they think they ought to see and hear what they think ought to hear.

Then there is:

NON-VERBAL COMMUNICATION

Along with words a message can be expressed with gestures, movements, signs and expressions.

Body Language - Messages sent using parts of the body, eg gestures, posture, eye contact, head movements and facial expressions.
Physical Characteristics and Appearance - A person’s build, hair style, clothes and general appearance send very strong messages.
Voice - Changes in volume, pitch and quality tell us something by the way words are said not what is said.
Space - The distance we space between ourselves and others conveys a message. i.e personal space
Symbols, Signs, Visual Displays and Signals - These cover things like road signs, maps, safety signs, graphs and signals.
Eye Contact and Facial Expression - If you face another person while riding a bus, do you ever look into his/her face?
Follow this url to find many short videos on body language.
YouTube - Body Language videos

Running a meeting:

Only run a meeting if you have a purpose. Meetings are run on building sites and in factories. There are formal and informal meetings.
Formal meeting have specifica purpose and will usually have:

an agenda
a Timetable - start and finish time
list of attendees - and appologies from those that can't attend
correspondence and reports - e.g. treasurers report secretaries report
general business section and an outcomes section - including action items and responsibilities

Meetings guide questions.doc

watch this video below for some helpful tips on running a succesful meeting.

Informal meeting sometimes called "Toolbox meetings" are often held on building site so supervisors can inform people of:

what is expected to happen in the day
safety issues on the site
gather information on job progress and any other issues people may have

Outcomes and detaills of meeting should be written down in diaries so everyone understands the process. Watch the video below and see how toolbox meetings can be more effective.